[Hiring] Scheduling Specialist @AdaptHealth, LLC

Role Description

The Scheduling Specialist is responsible for coordinating and managing all aspects of patient appointment scheduling for Durable Medical Equipment (DME), Positive Airway Pressure (PAP) devices, and oxygen therapy services. This role ensures timely and efficient delivery, setup, maintenance, and pickup of medical equipment while providing exceptional customer service to patients and healthcare providers. The lead specialist serves as a subject matter expert, conducts new hire training, and mentors the team.

Essential Functions and Job Responsibilities

• Patient Appointment Scheduling:
  • Schedule and coordinate delivery appointments for DME, PAP, and oxygen equipment with patients.
  • Manage appointments for new equipment and coordinate multi-visit installations for complex medical devices.
• Service Coordination:
  • Arrange routine maintenance visits, equipment exchanges, and compliance checks.
  • Schedule pickup appointments for returned, discontinued, or recalled equipment.
• Emergency and Urgent Request Management:
  • Prioritize and expedite scheduling for critical patient needs.
  • Coordinate after-hours and weekend service delivery when required.
• Communication and Customer Service:
  • Contact patients to confirm appointments and provide delivery time windows.
  • Manage patient inquiries regarding appointment scheduling.
• Healthcare Provider Coordination:
  • Collaborate with physicians' offices, home health agencies, and hospital discharge planners.
  • Ensure seamless transitions from healthcare facilities to home care settings.
• Schedule Management and Conflict Resolution:
  • Handle scheduling changes, cancellations, and rescheduling requests efficiently.
  • Resolve scheduling conflicts and optimize appointment slots.
• Documentation and Reporting:
  • Maintain accurate scheduling records and appointment outcomes.
  • Generate daily, weekly, and monthly scheduling reports.
• Technology and System Management:
  • Utilize scheduling software, route optimization tools, and patient management systems effectively.
  • Update patient scheduling preferences and access requirements in system databases.
• Quality Assurance and Compliance:
  • Follow established scheduling protocols and procedures.
  • Support quality assurance initiatives and maintain compliance with operational standards.
• Maintains patient confidentiality and functions within the guidelines of HIPAA.
• Completes assigned compliance training and other education programs as required.
• Performs other related duties as assigned.

Qualifications

• Scheduling Expertise: Knowledge of healthcare scheduling best practices and medical equipment delivery coordination.
• Technical Proficiency: Advanced proficiency in scheduling software, route optimization tools, and Microsoft Office Suite.
• Healthcare Industry Knowledge: Understanding of DME, PAP, and oxygen therapy equipment.
• Communication Skills: Excellent verbal and written communication skills.
• Organizational Skills: Exceptional time management and multitasking abilities.
• Problem-Solving: Strong analytical thinking and critical thinking skills.
• Professional Attributes: Empathy, patience, and commitment to providing exceptional customer service.
• Work Style: Ability to work independently with minimal supervision.

Requirements

• Education and Experience Requirements:
  • High school diploma or equivalent required.
  • Associate’s degree in business administration, Healthcare Administration, or related field preferred.
  • Previous experience in healthcare scheduling, customer service, or administrative support preferred.
• Specialist Level: One (1) year of work-related experience.
• Compensation Range: $20.00 to $22.00 an hour.
• Senior Level: One (1) year of work-related experience plus two (2) years exact job experience.
• Lead Level: One (1) year of work-related experience plus four (4) years exact job experience.
• Physical Demands and Work Environment:
  • Extended sitting at computer workstations with repetitive keyboard and mouse use.
  • Professional office setting with variable stress levels during peak scheduling periods.
• Communication: Professional verbal and written communication skills for patient interactions.
• Ability to work independently with minimal supervision and flexibility for occasional extended hours.